The terms and conditions set forth in this agreement, together with any written information we brought to your attention before we confirmed your booking, constitute the entire understanding and agreement between you the trip ‘Participant’ and Chasing Epic, LLC with respect to any and all bookings, tours and transactions. Please take the time to read and understand the conditions prior to booking your mountain bike tour as they set out our respective rights and obligations. We strongly recommend that you also read all the details set out on the website (www.chasingepicmtb.com) to ensure that you understand the itinerary and style of the trip you are undertaking.
By submitting a booking form online, the first named person on the booking agrees on behalf of all persons detailed on the booking that:
- He/she has read these terms and conditions and has the authority to and does agree to be bound by them;
- that you have made all other Participants listed in the booking aware of these terms – regardless of how final payment is made – and that all Participants accept and agree to be bound by these terms.
Errors and Omissions
Although we have made a concerted attempt to verify the accuracy of statements made in our trip documentation including brochure, website and trip brochure we cannot be held responsible for any error, omission or unintentional misrepresentation that may occur and we reserve the right to correct prices and other details in such circumstances. You must check the current price and all other details relating to the arrangements that you wish to book before your booking is confirmed.
Acceptance of Booking and Final Payments
Acceptance of your booking will be confirmed by us in writing (via email). A booking is not confirmed until we have received full payment for your holiday and you have received a final confirmation from us. A binding contract will come into existence between you and Chasing Epic, LLC as soon as we have issued you with a booking confirmation that will confirm the details of your booking and will be sent to you. Upon receipt, if you believe that any details on the booking confirmation or any other document are wrong you must advise us immediately.
Cancellation by You
If you or any other member of your party decides to cancel your confirmed booking you must notify us in writing or email. A cancellation will only be effective when we receive written confirmation of the cancellation. We strongly advise you to purchase trip cancellation and interruption insurance at the time of booking which will cover cancellation fees.
If you leave, or have to be removed from a trip for any reason after it has commenced we are not obliged to make any refunds for unused services. There are no exceptions to this cancellation policy, including for reasons related to weather, civil strife, family or medical emergencies, or any other circumstances beyond our control.
If any member of your party is prevented from travelling, that person(s) may transfer their place to someone else (introduced by you and satisfying all the conditions applicable to the arrangements) providing we are notified not less than 14 days before departure. If you are unable to find a replacement, cancellation charges will apply in order to cover our estimated costs. Otherwise, no refunds will be given for passengers not travelling or for unused services.
Refund of money upon cancellation:
- 75% refund 90+ days in advance
- 40% refund 45-90 days in advance
- No refund less than 45 days in advance
Changes by Chasing Epic, LLC
It is unlikely that we will have to make any changes to your travel arrangements, but we do plan the arrangements months in advance. Occasionally, we may have to make changes and we reserve the right to do so at any time. Most of these changes will be minor and we will advise you at the earliest possible date.
Acceptance of Risk and Responsibilities as a Tour Participant
The responsibility of Chasing Epic, LLC is strictly limited. As a tour operator, Chasing Epic, LLC organizes, promotes, and sells tour programs consisting of certain travel services, including surface and sightseeing excursions, and hotel accommodations that Chasing Epic, LLC purchases or reserves from various suppliers (collectively, “Suppliers”), including accommodations, meals, transportation, and activities. Chasing Epic, LLC does not own or operate any of these Suppliers. The Suppliers providing travel services for Chasing Epic LLC’s tour programs are independent contractors and are not agents or employees of Chasing Epic, LLC. As such, we are not responsible for any negligent or willful act or failure to act of any Supplier or of any third party. A Supplier’s services are subject to the Supplier’s own Terms and Conditions and any local laws and regulations. By utilizing the travel services of the Suppliers, you agree that you will look to such Suppliers for any accident, injury, property damage, or personal loss to you or to those traveling with you, and that neither Chasing Epic, LLC nor any representative of Chasing Epic, LLC shall be liable.
Without limitation, Chasing Epic, LLC is not responsible for any injury, loss, or damage to person or property, death, delay, or inconvenience in connection with the provision of, or failure to provide, any goods or services occasioned by or resulting from – but not limited to – physical exertion; collisions with bicycles, objects in nature, pedestrians or automobiles; road conditions including but not limited to lack of shoulder and roadway surfaces; travel by plane, train, auto, or other conveyance, or by bicycle, horseback, foot, or other form of active or adventure travel; consumption of alcoholic beverages; high altitude; acts of God or force majeure, acts of war or civil unrest, insurrection or revolt, strikes or other labor activities, criminal or terrorist activities of any kind, overbooking or downgrading of accommodations, mechanical or other failure of airplanes or other means of transportation or for the failure of any transportation mechanism to arrive or depart on time, sanitation problems, lack of medical care, or for any other cause beyond the direct control of Chasing Epic, LLC.
Chasing Epic, LLC is also not liable for: expenses (e.g., meals, transportation, or hotel costs) that are not specified as included in the trip cost but may be required to get to or from a trip start or end. Chasing Epic, LLC reserves the right to make route and hotel modifications as necessary to improve the quality of a trip or to accommodate the comfort and wellbeing of tour participants.
For the majority of our trips the minimum age is 18 years. In certain circumstances we may allow children as young as 16, accompanied by a responsible adult, to join one of our tours.
Your Behavior and Actions
All guests staying with us are expected to conduct themselves in an orderly and acceptable manner and not to disrupt the enjoyment of other guests. If in our opinion or in the opinion of your trip coordinator, any hotel manager or any other person in authority, your behavior or that of any member of your party is causing or is likely to cause distress, danger or annoyance to any of our other guests or any third party or damage to property, or to cause a delay or diversion to the tour or other transportation, we reserve the right to terminate your booking arrangements with us immediately. In the event of such termination our liability to you and/or your party will cease and you and/or your party will be required to leave the tour immediately. We will have no further obligations to you and/or your party.
If a rider is holding up their group by a significant amount of time due lack of conditioning and preparation, our trip leaders reserve the right to ask them to sit out a day, or multiple days if needed. This is to ensure the best overall experience for the group, including the held-back rider.
No refunds for lost accommodation or any other service will be made and we will not pay any expenses or costs incurred as a result of termination. You and/or your party may also be required to pay for loss and/or damage caused by your actions and we will hold you and each member of your party jointly and individually liable for any damage or losses caused by you or any member of your party. Full payment for any such damage or losses must be paid directly to the hotel manager or other supplier prior to departure from the hotel. If you fail to make payment, you will be responsible for meeting any claims (including legal costs) subsequently made against us as a result of your actions together with all costs we incur in pursuing any claim against you. We cannot be held responsible for the actions or behaviour of other guests or individuals who have no connection with your booking arrangements or with us.
Please note that while all reasonable efforts will be made by us to ensure the safe keeping of your bike, we cannot be held responsible for any loss or damage to your bike as a result of your participation in the tour or otherwise.
Any special requests must be advised to us at the time of booking e.g. diet, room location, a particular facility at a hotel etc. You should then confirm your requests in writing. Every effort will be made by us to try and arrange your reasonable special requests, we cannot guarantee that they will be fulfilled. Failure to meet any special request will not be a breach of contract on our part unless the request has been specifically confirmed. We do not accept bookings that are conditional upon any special request being met.
You appreciate and acknowledge that the nature of this type of travel requires considerable flexibility and you should allow for alternatives. The itinerary provided for each trip is representative of the types of activities contemplated, but it is understood that the schedules, itineraries and inclusions may be subject to alteration without prior notice due to local circumstances or events.
Authority on Tour
Our group trips are run by a Chasing Epic, LLC trip coordinator. The decision of the coordinator is final on all matters likely to affect the safety or well-being of any person participating in the trip. If you fail to comply with a decision made by a guide, or interfere with the well-being of the group, the guide may order you to leave the trip immediately, with no right of refund. We may also elect not to carry you on any future trips booked.
If you have a complaint during your tour, you must promptly notify Chasing Epic, LLC or your trip coordinator of the problem so that they can attempt to remedy the situation. Failure to do so while you are on tour will extinguish or reduce your ability to claim compensation from Chasing Epic, LLC. Further, if you attempt to address the problem on your own without using this notice procedure, you assume responsibility of added costs you may incur and forfeit any potential refunds.
If you are not satisfied after using this notice procedure, you must submit your complaint in writing to Chasing Epic, LLC within 14 days of the tour’s end date.
In the event that any term or condition contained in these Booking Conditions is unenforceable or void by operation of law or as being against public policy or for any other reason than such term or condition shall be deemed to be severed from this contract or amended accordingly only to such extent necessary to allow all remaining terms and conditions to survive and continue as binding.
Tour participants grant Chasing Epic, LLC express permission to use photographs or video of its trips for promotional and commercial use, without compensation. Tour participants agree to assign all right, title and interest they may have in or to any media in which their name or likeness might be used to Chasing Epic, LLC. Tour participants also agree that Chasing Epic, LLC may use any testimonials regarding services rendered for promotional and/or commercial purposes without any compensation.
Any personal information that we collect about you may be used for any purpose associated with the operation of a trip or to send you marketing material in relation to our events and special offers. The information may be disclosed to our trip coordinators, service providers or other suppliers to enable us to operate the trip.